1. Who we are and scope
KR Invoice Pro is provided by KR Digital Dynamics (Pty) Ltd, registration number 2025/448130/07 ("we", "us" or "our").
This policy applies to krinvoicepro.com, the application at app.krinvoicepro.com, and related account, subscription and support interactions. It covers website visitors, account users, business contacts and people whose information is included in customer records.
We process personal information in accordance with applicable data protection law, including South Africa's Protection of Personal Information Act, 2013 (POPIA). Specific contractual terms may also govern the processing of business records.
2. Our role and your business data
For information used to manage our website, accounts, subscriptions, support and our own business operations, KR Digital Dynamics acts as the responsible party, deciding why and how that information is processed.
When a business uses KR Invoice Pro to manage its customers, contacts, quotes, sales orders, invoices and payments, that business generally acts as the responsible party for those records. We act as an operator, processing the records on its behalf under its authorised instructions and applicable agreements.
Businesses must have a lawful basis for the information they upload, provide appropriate privacy notices and manage their authorised users. If your information appears in an invoice or other record created by one of our customers, contact that business first. We can assist with identifying the appropriate request route without disclosing another customer's confidential information.
3. Information we process
The information involved depends on the services and features you use. It may include:
- Account and contact details: names, email addresses, telephone numbers, sign-in credentials and account verification records.
- Business details: company or trading names, registration and VAT numbers, addresses, billing preferences and bank details entered for business documents.
- Customer and transaction records: contact details, quotes, orders, invoices, credit notes, payment records, line items, tax details, document attachments and signatures where a feature supports them.
- Subscription and billing details: plan selections, billing contacts, subscription transactions and payment references.
- Support and enquiry details: contact form submissions, correspondence and information you provide to help resolve an issue.
- Technical and security information: IP addresses, browser and device details, request timestamps, visited pages, application events and diagnostic or security logs.
Do not include passwords, full payment card details or unnecessary sensitive information in contact forms, document notes or support messages.
4. Where information comes from
We receive information directly when you register, update your profile, submit an enquiry or communicate with us. Business records are supplied by customers and their authorised users, including through imports and integrations they choose to use. Technical information is generated when browsers or devices interact with our services. Where enabled, payment and integration providers may supply transaction status or other information needed to operate the connected feature.
Required form fields are indicated when information is collected. If you do not provide information necessary for an account, transaction, security check or support request, we may be unable to provide that part of the service. Optional information can be omitted.
5. Purposes and lawful grounds
We process information only for a relevant purpose and an applicable lawful ground. Using the website does not by itself provide consent to every kind of processing.
| Purpose | Lawful ground |
|---|---|
| Create accounts, administer subscriptions and provide requested features | Steps to enter into or perform a contract with you; or legitimate interests where the account holder is a business. |
| Host business records and generate documents | The customer's lawful instructions and processing agreement; the customer determines the lawful ground for its records. |
| Respond to enquiries and provide support | Contractual necessity or legitimate interests in responding to requests and resolving service issues. |
| Protect accounts, prevent abuse and diagnose service failures | Legitimate interests in maintaining a secure and reliable service, subject to your rights. |
| Keep legally required records and respond to lawful requests | Compliance with applicable legal obligations. |
| Send promotional communications or use optional tracking where enabled | Consent where required, or a specific lawful permission under applicable law. |
If information is needed for a new purpose that is incompatible with the original purpose, we will provide the required notice and establish a lawful basis before that use.
8. International transfers
Hosting, email, security or other service providers may process information in countries outside South Africa. Where a transfer occurs, we must establish a lawful transfer basis under applicable law, including POPIA, such as adequate protection through applicable law or a binding agreement, or another permitted basis.
Contact us to request information about the locations and safeguards relevant to the services you use.
9. Retention and deletion
Retention depends on the purpose, the record type, applicable legal obligations, contractual requirements and any legitimate need to resolve disputes or protect legal rights.
- Account information: retained while needed to administer the account and any necessary post-closure obligations.
- Customer business records: handled according to authorised customer instructions and applicable service terms. Account holders remain responsible for their own statutory recordkeeping.
- Our billing records: retained for applicable accounting and tax requirements.
- Enquiries and support records: retained for resolving requests and any justified follow-up or dispute handling.
- Security logs and backups: retained according to their operational purpose and applicable retention cycles.
When information is no longer lawfully needed, it must be deleted, destroyed or de-identified. Deletion from active systems may precede expiry of backup copies. Any remaining copies must remain protected and must not be used for unrelated purposes. Deletion may be restricted where law or an active legal hold requires preservation.
Before closing an account, arrange any exports you need for your own records. Contact support for the deletion and export arrangements applicable to your account.
10. Security and incidents
We are responsible for maintaining reasonable technical and organisational measures appropriate to the information and risks involved, and for reviewing those measures as risks change. No internet service or transmission method can guarantee absolute security.
Protect your sign-in credentials, restrict access to authorised users and report suspected misuse promptly. Do not send your password to support. Account holders should review who can access their business records.
If we have reasonable grounds to believe personal information has been accessed or acquired by an unauthorised person, we will investigate and take the response and notification steps required by applicable law and our processing agreements. Where we act as an operator, this includes notifying the relevant responsible party.
11. Your privacy rights
Subject to applicable law and any permitted limitations, you may:
- Ask whether we hold your personal information and request access to it.
- Request correction of inaccurate or incomplete information.
- Request deletion or destruction of information where the legal grounds for that request apply.
- Object to qualifying processing on reasonable grounds relating to your circumstances.
- Withdraw consent where processing relies on consent, without affecting lawful processing before withdrawal.
- Object to direct marketing and raise a complaint with the Information Regulator.
Send your request through the contact routes below with enough detail to identify the information and action requested. We may need proportionate identity or authority verification to protect your information. Do not send identity documents until we explain what is needed and how to provide them securely.
We will respond within the period required by applicable law and explain any lawful limitation, refusal or prescribed fee before it applies. Requests concerning business records controlled by a customer may need to be handled by that customer, with our assistance where appropriate.
12. Communications and marketing
Account verification, subscription, security and support messages relate to operating the service and responding to your requests. Promotional communications are handled separately and require an appropriate lawful basis under applicable direct marketing rules.
You can stop promotional communications using the unsubscribe option in the message or by contacting us. Withdrawing from marketing does not prevent essential service messages. Business document messages sent on a customer's instructions are the responsibility of that customer; contact the sender about its communication preferences.
13. Children and sensitive information
KR Invoice Pro is intended for business use and is not directed at children. Do not submit children's information or special personal information, such as health, biometric, religious or criminal history information, unless you have confirmed that the service supports the intended use and that all applicable legal requirements are met.
If you believe such information has been provided without appropriate authority, contact us so the matter can be assessed and addressed.
14. External services
Links and optional integrations may lead to independently operated services. Their own privacy policies govern information they collect for their purposes. Review those policies before using the service or authorising an integration.
15. Changes to this policy
We may update this policy when our services, processing practices or legal obligations change. The date and version at the top identify the current published policy. Where required, we will provide additional notice of material changes and obtain consent before starting processing that requires it.
16. Contact and complaints
For privacy enquiries or requests, contact KR Digital Dynamics (Pty) Ltd and mark your enquiry "Privacy request – for the Information Officer".
- support@krinvoicepro.com
- Online
- Contact Us
Include your preferred reply address and a brief description of your concern. Share only the information needed to handle it.
You may also lodge a privacy complaint with South Africa's Information Regulator. Visit the Information Regulator's complaints page for current submission procedures. You do not need our permission to raise a complaint.